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The purpose of this policy statement is to:


  • protect children and young people who take part in Rachel Chapman and Steve Gregson’s Dance Photoshoot, taking place on Thursday 13th and Friday 14th August 2020, where photographs will be taken and videos may be taken

  • set out the overarching principles that guide our approach to photographs/videos being taken

of children and young people during our events and activities

  • to ensure that we operate in line with our values and within the law when creating, using and

sharing images of children and young people


This policy statement applies to all staff, volunteers and other adults associated with the shoot organised by Rachel Chapman and Steve Gregson, above. 


Legal framework

This policy has been drawn up on the basis of legislation, policy and guidance that seeks to protect children in England. 

Summaries of key legislation and guidance is available on:

  • online abuse

  • child protection


We believe that:

  • children and young people should never experience abuse of any kind

  • we have a responsibility to promote the welfare of all children and young people and to take,

share and use images of children safely.

We recognise that:

  • sharing photographs and films of our activities can help us celebrate the successes and achievements of our children and young people, provide a record of our activities and raise awareness of our organisation

  • the welfare of the children and young people taking part in our activities is paramount

  • children, their parents and carers have a right to decide whether their images are taken and how these may be used, regardless of age, disability, gender reassignment, race, religion or

belief, sex or sexual orientation

  • consent to take images of children is only meaningful when children, their parents and carers

understand how the images will be used and stored, and are fully aware of the potential risks

associated with the use and distribution of these images

  • there are potential risks associated with sharing images of children online.


More information about this is available from: resources/briefings/photography-sharing-images-guidance.


We will seek to keep children and young people safe by:

  • always asking for written consent from a child and their parents or carers before taking and using a child’s image

  • always explaining what images will be used for, how they will be stored and what potential risks are associated with sharing images of children

  • making it clear that if a child or their family withdraw consent for an image to be shared, it may not be possible to delete images that have already been shared or published

  • changing the names of children whose images are being used in our published material whenever possible (and only using first names if we do need to identify them)

  • never publishing personal information about individual children and disguising any identifying information (for example the name of their school or a school uniform with a logo)

  • making sure children, their parents and carers understand how images of children will be securely stored and for how long (including how we will control access to the images and their associated information)




Reducing the risk of images being copied and used inappropriately by:

  • only using images of children in appropriate clothing (including safety wear if

  • necessary)

  • where there may be a heightened risk of images being misused

  • using images that positively reflect young people’s involvement in the activity.

  • We will also develop a procedure for reporting the abuse or misuse of images of children as part of our child protection procedures. We will ensure everyone involved in our organisation knows the procedures to follow to keep children safe.


Photography and/or filming for Rachel Chapman and Steve Gregson’s use:


We recognise that our group leaders may use photography and filming as an aid in activities such as music, dance or drama. However, this should only be done with Steve Gregson’s permission and using his professional equipment equipment.

Children, young people, parents and carers must also be made aware that photography and filming is part of the programme and give written consent.

The photographs are intended to be used to promote Rachel Chapman and Steve Gregson’s work, with their use being online - for web and social media usage. Written permission will be sought from parents/ carers should any other use arise. Any images shared will not contain any personal information that could be used for identification of anyone in the photographs or videos. The final selected images will be supplied to the active participants of the day in digital format only, as a high resolution JPEG. The images may be shared online and used on social media, but must always include a credit the photographer and choreographer in all instances. Where possible, we will endeavour to photograph and supply at least one image of all participants, however this is not guaranteed. The images may be printed for personal use, or to be presented as a gift to a family member/ friend with written permission of the photographer, Steve Gregson. 

The images must not be used for any other form of media use once they have been supplied. This is worldwide, and includes the following media usage: Artist Reference, Brochure, Catalogue, Inserts, Magazine Consumer, Magazine Trade, National Press, Packaging, Point of Sale, Poster (less than 10sq metres), Poster (more than 10sq metres), Television, Cinema or test. 



If we hire a photographer for one of our events, we will seek to keep children and young people safe by:

  • providing the photographer with a clear brief about appropriate content and behaviour

  • ensuring the photographer is easily identified and introduced

  • informing children, their parents and carers that a photographer will be at the event and ensuring they give written consent to images which feature their child being taken and shared

  • not allowing the photographer to have unsupervised access to children

  • not allowing the photographer to carry out sessions outside the event or at a child’s home

  • reporting concerns regarding inappropriate or intrusive photography following our child protection procedures.


If either Rachel Chapman or Steve Gregson are concerned that someone unknown to us is using their sessions for photography or filming purposes, we will ask them to leave and (depending on the nature of the concerns) follow our child protection procedures.


Storing images

We will store photographs and videos of children securely, in accordance with our safeguarding policy and data protection law, on an encrypted external hard drive. 

We will keep hard copies of images on a locked external hard drive and electronic images in a protected folder with restricted access. Images will be stored for a period of ten years from the date of the shoot. 

We will never store images of children on unencrypted portable equipment.

Only cameras or devices belonging to Steve Gregson or Rachel Chapman should be used.

[Organisations that store and use photographs to identify children and adults for official purposes, such as identity cards, should ensure they are complying with the legal requirements for handling 





personal information. Further guidance can be found on the Information Commissioner's Office website at]


Contact details

Photography and images co-ordinator

Name: Phone/email: Steve Gregson, 


We are committed to reviewing our policy and good practice annually.

This policy was implemented: March 2020 

This policy was last reviewed on: August 2020

Signed: Steve Gregson

Date: 1st August 2020.

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